Staff Portal
User Guide

Complete Reference for All Staff
Version: 1.5
Date: February 2026
Platform: Web — Chrome recommended
Audience: All Mint Vision Staff
Confidential — Internal Use Only
Section 1
01

Getting Started

Everything you need to know to log in and navigate the portal for the first time.

What Is the Staff Portal?

The Mint Vision Optique Staff Portal is a web-based practice management system built exclusively for Mint Vision staff. It replaces several disconnected tools your team used previously:

Old ToolReplaced By
Paper patient cards & intake sheetsDigital Forms + Customer profiles
Google Sheets order trackingOrders — Fulfillment Board (Kanban)
Excel inventory spreadsheetInventory browser + Purchase Orders
Printed work ordersDigital Work Order (printable from portal)
Manual invoicesInvoices (auto-generated, PDF-ready)

Accessing the Portal

Open Google Chrome (required — other browsers are not supported for all features) and navigate to the portal URL provided by your manager. The portal is accessible from any device with an internet connection — desktop, laptop, or tablet.

Browser Requirement
Always use Google Chrome. Some features — specifically canvas signatures and print layouts — require Chrome for correct rendering.

Logging In

On the login screen, enter your email address and password provided by your manager. Click Sign In.

Screenshot: 01-login
  • Your session stays active for 7 days. You will be automatically logged out after 7 days of inactivity.
  • If you forget your password, contact your manager — they can reset it from the Settings page.
  • There is no self-service password reset link available to patients (patients do not have accounts).
Important
Never share your login credentials with anyone, including other staff members. Each staff member has their own account. Sharing accounts makes it impossible to track who performed which actions.

After logging in, you will see a dark left panel — this is the sidebar. It is present on every page and is your primary way of navigating the portal.

Navigation Items Explained

  • Dashboard — Home screen. Revenue snapshot, alerts, and recent activity.
  • Customers — Full patient/customer database. Search, view, create, and edit records. Includes Scan Rx for quickly digitising a physical prescription.
  • Forms — Digital patient forms. Send, track, and review intake documents.
  • Fulfillment Board — Kanban view of all active orders. Your daily workflow hub.
  • All Orders — Full historical order list (including completed and cancelled).
  • Invoices — All issued customer invoices.
  • All Frames — Inventory browser for all frame stock.
  • Vendors — Supplier contact management.
  • Purchase Orders — Track orders placed with vendors.
  • Analytics — Inventory health reports (dead stock, ABC analysis, etc.).
  • Settings — Your account details and notification preferences.

Notifications Bell

In the top-right corner of every page, you will see a bell icon. When you have unread notifications, a red dot with a count appears. Click the bell to open a dropdown showing your recent notifications. The bell refreshes automatically every 30 seconds — you do not need to reload the page.

Tip
Notifications tell you about things that need your attention: patient forms completed, orders ready for pickup, low stock alerts, and more. Keep an eye on the bell throughout your shift.

Signing Out

Click the Sign Out button at the very bottom of the sidebar. Always sign out when leaving a shared computer or at the end of your shift.

Section 2
02

Dashboard

The dashboard is your daily command center — it shows key performance metrics, urgent alerts, and recent activity at a glance.

Screenshot: 02-dashboard

2.1 This Month Scoreboard

At the very top of the dashboard, you will see three large numbers for the current calendar month:

MetricWhat It Shows
RevenueTotal revenue collected this month (customer-facing prices)
Avg TicketAverage dollar value per completed order this month
OrdersTotal number of orders created this month

Below the numbers, a Monthly Goal progress bar shows how close you are to hitting the monthly revenue target. The bar fills with green as revenue grows; the percentage complete is shown to the right.

Tip
Share the scoreboard number with the whole team during morning huddles. When everyone can see the goal, they stay focused on it.

2.2 Money on the Table

This section only appears when there are open opportunities — things your team should follow up on today. Think of it as an automatic to-do list generated from your data.

Screenshot: 02b-dashboard-money

Deposit Taken — Not Picked Up

Any order where a deposit was collected but the patient has not yet come in to pick up their glasses. These orders are marked READY and should be followed up on. Click any row to open the order directly.

Exams Without Purchase

Patients who had an exam but did not purchase frames or lenses. Grouped into three time buckets:

  • 0–30 days — Freshest leads. A friendly follow-up call may be enough.
  • 31–60 days — Getting colder. Consider a promotion or personal outreach.
  • 61–90 days — Approaching 3 months. Last chance before they go elsewhere.

Due for Recall

Patients whose last exam was 1 to 2 years ago — they are due for their annual or biennial checkup. This list drives your recall outreach campaign.

Contact Lens Drop-offs

Contact lens patients who have had no contact lens order in 90+ days. These patients may be purchasing CL supplies elsewhere and represent a revenue recovery opportunity.

2.3 Conversion Metrics

Two critical ratios appear as large cards with color-coded status:

MetricTargetRed Alert If...
Exam → Purchase Rate≥ 70%Falls below 70%
Avg Frames per Transaction≥ 1.3Falls below 1.3

When a metric is red, it means the store is underperforming in that area this month. Review with your manager and discuss what's driving the gap.

Understanding Avg Frames per Transaction
A score of 1.3 means that on average, patients buy 1.3 pairs of frames per visit (e.g., some buy 2 pairs — distance + sunglasses). Recommending second-pair options during every fitting is the most effective way to raise this number.

2.4 Owner / Manager View (Admin Role Only)

Staff with the Admin role see an additional section below the conversion metrics with deeper business intelligence:

Revenue Growth

  • Month-over-Month (MoM): This month vs. last month, with a trend arrow (↑ or ↓)
  • Year-over-Year (YoY): This month vs. same month last year

Revenue by Category (YTD)

A horizontal bar chart showing year-to-date revenue split across five categories:

  • Glasses
  • Contacts
  • Sunglasses
  • Accessories
  • Exam Only

Fulfillment Speed

Average number of days from order creation to patient pickup. A lower number means faster turnaround and better patient experience. The benchmark is typically 10–14 days for lab orders.

Managers Note
These admin metrics are only visible to accounts with the Admin role. Contact the system administrator to adjust staff role settings from the Settings page.

2.5 Recent Orders Strip

At the bottom of the dashboard is a row of the 6 most recently created orders. Each card shows the customer name, order number, status badge, and the order total. Click any card to jump directly to that order's detail page.

Screenshot: 02c-dashboard-recent-orders
Section 3
03

Customers

The Customers section is your full patient database — every person who has ever visited, called, or been sent a form by Mint Vision.

3.1 Customer List

Screenshot: 03-customers-list

Search

The search bar at the top accepts name, email address, or phone number. Results update as you type. Phone search works with partial numbers (e.g., searching "6476" will show any customer whose phone contains those digits).

Lifecycle Tabs

Seven filter tabs appear below the search bar to quickly segment your customer base:

All VIP Active New Lapsed Dormant Lead

Table Columns

ColumnDescription
NameFull name. Shown in red if the customer has an outstanding balance.
PhonePrimary phone number. Click to call (on mobile).
LifecycleColored badge indicating the customer's engagement status.
LTVLifetime Value — total revenue collected from this customer, all-time.
Last PurchaseDate of their most recent completed order.
# OrdersTotal number of orders (all statuses) associated with this customer.

The list shows 25 customers per page. Use the pagination controls at the bottom to navigate between pages.

3.2 Lifecycle Definitions

Understanding lifecycle stages helps you prioritize outreach and identify revenue opportunities. These are calculated automatically based on purchase history.

VIP
3 or more completed orders OR lifetime value over $2,000. Your highest-value patients — give them priority service.
Active
Made a purchase in the last 18 months. Regularly engaged patients — focus on recall timing and second-pair opportunities.
New
Account created less than 6 months ago with 1 or fewer orders. Just getting started — focus on onboarding and building the relationship.
Lapsed
Last purchase was 18 months to 3 years ago. At risk of going to a competitor — proactive outreach and a compelling reason to return is key.
Dormant
No purchase in 3+ years, or has an account but has never purchased. Long-term win-back campaign or data cleanup candidate.
Lead
Recently created record with no orders yet. May have been sent an intake form or called in. Follow up to convert to Active.

3.3 Customer Detail Page

Clicking on any customer's name opens their full profile. This is the single source of truth for everything about a patient.

Screenshot: 04-customer-detail

Alert Banners (Top of Page)

Up to four alert banners may appear at the top of the customer detail page:

  • Exam Only  This patient has had exams but no frame/lens purchases — conversion opportunity. Recommend second-pair or sunglasses.
  • Under 21  Patients under 21 have growing eyes — their PD measurement may be outdated. Verify before ordering.
  • Outstanding Balance  The patient owes money. The amount is shown. Collect before releasing new orders.
  • Insurance Eligible Soon  Their insurance benefits renew within the next 30 days — great time to schedule an appointment.

Left Column — Contact & Insurance

Contact Card

  • Phone, email, date of birth (age calculated automatically)
  • City / Province
  • Family group (linked family members share records)
  • Occupation
  • Referral source (how they heard about Mint Vision)

Insurance Card

  • Insurance provider name
  • Policy / Member number
  • Last claim date
  • Next eligible date (when benefits reset)

Store Credits Card

Shows any store credit balance available for this customer. Staff with appropriate permissions can add credits and set expiry dates.

Notes

A yellow sticky-note style area for free-form staff notes. Visible to all staff. Example uses: "prefers to be called Bob", "allergic to nickel frames", "always asks for Dr. Sharma".

Tags

Colorful pill-shaped labels for quick categorization (e.g., VIP, Contact Lens Patient, Referred: Dr. Chen). Click to add or remove tags.

Right Column — Clinical & Transaction History

Lifecycle & Journey

A summary card showing: Lifetime Value, Average Order Value, Completed Orders count, Total Orders count, first purchase date, and most recent purchase date.

Prescriptions

Shows all prescriptions on file, separated into two categories:

  • Our Rx  Prescriptions recorded directly in the portal (from an in-store exam).
  • External Rx  Prescriptions brought in from an outside doctor.

Each prescription row shows: OD and OS values for Sphere (Sph), Cylinder (Cyl), Axis, Add (for bifocals/progressives), and PD (pupillary distance).

Add External Prescription

An expandable section with two options:

  • Manual entry — type in the Rx values field by field.
  • AI OCR — upload a photo of the Rx slip. The system reads the values automatically using AI and pre-fills the form for you to verify.
AI OCR Tip
For best results with AI prescription scanning, photograph the Rx in good lighting with the text flat and fully in frame. Always verify the AI-extracted values against the original paper before saving.

Medical History

An inline-editable form for health conditions relevant to vision care (e.g., diabetes, glaucoma, dry eye, medication list). Click any field to edit directly — no separate "edit mode" required.

Orders

All orders associated with this customer, listed in reverse chronological order. Each row shows the order number (clickable), status badge, date, and total.

Forms & Documents

All digital forms sent to or completed by this patient. Status badges:

Pending Completed Expired Signed

3.4 Creating a New Customer

Click the "New Customer" button in the top-right corner of the Customers list page.

Screenshot: 05-customer-new

Required fields are marked with an asterisk. Fill in at minimum:

  • First Name and Last Name
  • Phone number (digits only — no spaces, dashes, or brackets)

Optional but recommended fields: email address, date of birth, city/province, insurance details, referral source, initial notes, and tags.

3.5 Editing a Customer

On any customer's detail page, click the "Edit" button to open the same form, pre-filled with current values. Make your changes and click "Save Changes".

Data Entry Note
Phone numbers must be entered as digits only. For example, enter 6476485809 — not (647) 648-5809. The portal formats the display automatically.

3.5 Scan Rx — Digitise a Physical Prescription

Scan Rx is a dedicated workflow for digitising paper prescriptions that patients bring in from an outside doctor. It combines patient lookup, quick patient creation, and AI-powered OCR into a single focused page — without needing to navigate to a customer profile first.

Access it from the sidebar: Customers → Scan Rx.

Step 1 — Find or create the patient

Step 2 — Scan the Rx

Step 3 — Done

Choose "Scan another" to digitise the next Rx, or "View patient" to go to the patient's profile.

Viewing saved scans

On the customer detail page, external Rx rows show a "View scan" link that opens the stored image in a new tab.

AI OCR Tips
  • Photograph the Rx flat in good light — avoid shadows across the text.
  • Always verify AI-extracted values against the paper Rx before saving.
  • The original scan image is stored permanently as the definitive record.
Section 4
04

Orders

Orders are the core transaction record — from the moment a patient commits to buying, through lab ordering and pickup. This section covers every stage of the order lifecycle.

4.1 Order Status Flow

Every order moves through a defined sequence of statuses. Understanding these stages is essential for day-to-day operations.

DRAFT CONFIRMED LAB ORDERED LAB RECEIVED VERIFIED READY PICKED UP

Orders can be CANCELLED from any active stage.

StatusColorWhat It MeansWho Advances It
DRAFTGrayOrder created but not yet finalized. No deposit required.Staff (auto on save)
CONFIRMEDBlueOrder confirmed with patient. Deposit collected. Ready to send to lab.Staff → "Confirm Order"
LAB ORDEREDOrangeWork order sent to the lab. Lenses in production.Staff → "Send to Lab"
LAB RECEIVEDYellowLenses/order received back from lab. Needs Rx verification.Staff → "Mark Lab Received"
VERIFIEDIndigoRx and frame have been verified against the prescription. Ready to notify patient.Optician → "Verify Rx"
READYGreenPatient notified. Order ready for pickup at the store.Staff → "Mark Ready"
PICKED UPGrayPatient has picked up their order. Dispensed and complete.Staff → "Mark Picked Up"
CANCELLEDRedOrder cancelled. Refund process initiated separately.Staff → "Cancel Order"

4.2 Fulfillment Board (Kanban)

The Fulfillment Board is the default view when you click "Orders" in the sidebar. It gives a visual overview of all active orders organized by status in a Kanban (column) layout — exactly like a whiteboard with sticky notes.

Screenshot: 06-kanban-board

Reading the Board

  • Each column represents one order status.
  • Each card represents one order. Cards show: customer name, order number, frame brand & model, due date, and balance remaining.
  • Cards with a red due date are overdue.
  • Completed statuses (Picked Up, Cancelled) are not shown on the board — they are only visible in the All Orders list.

Drag and Drop

You can drag an order card from one column to the next to advance its status. For example, drag from CONFIRMED to LAB ORDERED when you've submitted the work order to the lab.

Note on Drag-and-Drop
Some status transitions may trigger a confirmation dialog or modal (e.g., advancing to PICKED UP shows the Pickup Complete modal). Follow the prompts before the status updates.

Switching to List View

Click the "List View" button (top-right of the board) to switch from the Kanban layout to a searchable table of all orders. Click "Board View" to return.

Creating a New Order from the Board

Click the "New Order" button (top-right) to launch the 7-step order creation wizard.

4.3 All Orders (List View)

The All Orders link in the sidebar sidebar (under Orders) takes you to a searchable, filterable table of every order ever created — including completed and cancelled ones.

Screenshot: 07-all-orders
ColumnDescription
Order #Unique order identifier. Click to open the order detail page.
CustomerPatient name. Click to open the customer detail page.
TypeOrder type: Glasses, Contacts, Sunglasses, Accessories, or Exam Only.
StatusCurrent status badge.
TotalCustomer-facing order total.
CreatedDate the order was first created.

4.4 Creating a New Order — 7-Step Wizard

Clicking "New Order" launches a guided wizard. Work through each step in sequence. You can navigate back to previous steps to correct information before confirming.

1
Customer
Search for and select an existing customer from the database. If the patient is new, you can create their record here before continuing.
2
Order Type
Choose the primary category: Glasses / Contacts / Sunglasses / Accessories / Exam Only. This determines which fields appear in subsequent steps.
3
Prescription
Select an existing prescription from the customer's file, or enter a new one. Fill in OD and OS values: Sphere, Cylinder, Axis, Add, and PD (pupillary distance).
4
Frame & Lens
Enter the frame details: brand, model, colour. Select lens type (single vision, bifocal, progressive) and any coatings (anti-reflective, blue light, transitions, etc.).
5
Items & Pricing
Add individual line items to the order: Frame, Lenses, Contacts, Services, Discounts, or Other. Each item has two price fields — Customer Price (what the patient pays) and Real Price (your actual cost/internal tracking). This is the dual-invoice system — customers never see the "Real" column.
6
Payment
Enter the deposit amount collected, select the payment method (Cash / Debit / Credit / Insurance / Other), and add a reference number if applicable (e.g., credit card last 4 digits, insurance claim number).
7
Review & Confirm
A full summary of everything entered in steps 1–6. Review carefully, then click "Place Order" to finalize. The order is created with status CONFIRMED.
Screenshot: 08-order-wizard-step1

4.5 Order Detail Page

Clicking any order number opens the full order detail. This is where you manage the order throughout its lifecycle.

Screenshot: 09-order-detail

Header Bar

  • Order number (e.g., #1042) and status badge
  • Created date and assigned staff member
  • Invoice button — top right. A green ✓ checkmark appears next to it if an invoice has already been issued.
  • Work Order button — opens the print-ready work order for the lab.

Status Advance Button

A prominently placed action button at the top of the page advances the order to the next status. The button label changes depending on current status:

Current StatusButton Label
CONFIRMEDSend to Lab
LAB ORDEREDMark Lab Received
LAB RECEIVEDVerify Rx
VERIFIEDMark Ready for Pickup
READYMark Picked Up

Left Column

  • Customer — linked to customer detail page
  • Frame & Lens details — brand, model, colour, lens type, coatings
  • Insurance — plan and claim reference if applicable
  • Internal Notes — visible only to staff (not on invoice or work order)
  • Lab Notes — notes printed on the work order sent to the lab

Right Column

  • Items table — all line items with quantity, unit price, and line total. Shows total at bottom.
  • Deposit Paid — amount collected at time of order
  • Balance Due — total minus deposit (what patient owes at pickup)
  • Payments history — every payment recorded on this order, with date and method
  • Status History — a timeline of every status change with timestamp and staff name

4.6 Pickup Complete Modal

When you click "Mark Picked Up", a modal dialog appears before the status changes. This ensures you capture important follow-up actions at the point of dispensing:

Screenshot: 12-pickup-modal
  • Review Request — Did the patient agree to leave a Google / Facebook review? Toggle on to record this.
  • Referral Campaign — Did the patient opt in to refer a friend? Toggle on if yes.
  • Low-Value Flag — Was this a difficult or low-margin dispensing? Flag it for manager awareness.

Click "Complete Pickup" to finalize. The order moves to PICKED UP status.

4.7 Work Order

Click the "Work Order" button on any order detail page to open the printable work order in a new tab. This document is formatted specifically for the lab.

Screenshot: 13-work-order

The work order includes:

  • Centered "MINTVISION" header with date and order number
  • Patient name, phone, and email in bordered boxes
  • Prescription grid: OD and OS × Sphere / Cylinder / Axis / Add / PD
  • Frame details: brand, model, colour, and measurements
  • Lens specifications: type, index, coatings
  • Lab notes (from the Internal Notes field)

Use Chrome's built-in print function (Cmd+P on Mac, Ctrl+P on Windows) to print or save as PDF.

Section 5
05

Invoices

The portal generates professional customer invoices that can be printed or emailed. The dual-invoice system lets you maintain separate customer-facing and internal pricing.

5.1 Invoices List

Navigate to Invoices in the sidebar (under Orders). This page lists all invoices that have been formally issued.

Screenshot: 10-invoices-list
ColumnDescription
Date IssuedWhen the invoice was formally issued (not the order date).
Order #Linked to the order that generated this invoice.
CustomerPatient name.
TotalCustomer-facing invoice total.
BalanceRemaining balance (total minus deposits paid). Red if still owing.
View / PrintOpens the customer-facing invoice for print or PDF.
Internal amberOpens the internal version showing real (cost) amounts. Only visible to authorized staff.

5.2 Invoice View & Print

The invoice view is a clean, professional document formatted for customer presentation. It includes:

Screenshot: 11-invoice-view
  • Mint Vision Optique header with address and contact info
  • Invoice number and date issued
  • Patient name and address
  • Line items: description, quantity, unit price, total per line
  • Subtotal, applicable tax, and Grand Total
  • Deposit Paid and Balance Due (in bold)
  • Payment terms and any invoice notes

Issuing an Invoice

From the Order Detail page, click the "Invoice" button. On the invoice view, click "Issue Invoice" to formally record the invoice in the database. A green ✓ will appear on the order detail page confirming it has been issued.

If you need to re-generate the invoice (e.g., after a price correction), click "Re-Issue Invoice". This creates an updated invoice record.

When to Issue an Invoice
Issue the invoice when the order is ready for pickup or at the time of payment. Issuing too early (while pricing may still change) creates record-keeping complexity.

5.3 The Dual Invoice System

When an order uses dual-invoice pricing (two price columns: Customer Price and Real Price), two versions of the invoice exist:

VersionPrices ShownWho Sees It
Customer InvoiceCustomer-facing prices (what the patient pays)Patient, insurance claim
Internal Invoice InternalReal/cost prices (actual amounts)Manager, bookkeeper only
Confidential
Never share the Internal invoice version with patients. The Internal link is marked in amber and is only accessible via the Invoices list — it does not appear on the customer-facing invoice page.
Section 6
06

Forms

The Forms system replaces paper intake sheets with digital forms patients can fill out on their phone before their appointment — or on a tablet in-store.

6.1 Forms Hub

Click Forms in the sidebar to open the Forms Hub. You'll see three tabs: Pending / Completed / Intake Packages.

Screenshot: 14-forms-hub

The Four Form Templates

TemplatePurpose
New Patient RegistrationCollects all patient demographics, contact info, and medical history.
Privacy & Consent (HIPAA)Privacy policy acknowledgment and consent for treatment/data sharing.
Insurance VerificationPatient's insurance details for billing purposes.
Frame Repair WaiverLiability waiver for frame adjustment or repair services.

6.2 Sending a Form to a Patient

To send an individual form:

  1. From the Forms Hub, select a template (e.g., "New Patient Registration").
  2. Search for and select the customer to associate with the form.
  3. Click "Generate Link". A unique, one-time URL is created.
  4. Copy the link and send it to the patient via text message, email, or display it as a QR code.
  5. The form status appears as Pending in the Forms Hub.
  6. When the patient submits, status updates to Completed and you receive a notification.
Patient Experience
Patients do not need an account or password. The unique link takes them directly to the form. It works on any smartphone browser — no app required.
Screenshot: 14b-forms-pending

6.3 Intake Packages (New Patient Onboarding)

An Intake Package bundles all three essential new patient forms into a single link:

  1. New Patient Registration
  2. Privacy & Consent (HIPAA)
  3. Insurance Verification

The patient completes all three in sequence — when they finish one, they are automatically redirected to the next. After all three are done:

  • A customer record is automatically created (or updated) in the database using the information from the New Patient form.
  • The customer's isOnboarded flag is set, marking them as fully registered.
  • You receive an INTAKE_COMPLETED notification.
Best Practice
Send intake packages to new patients 24–48 hours before their first appointment. This saves 10–15 minutes at check-in and ensures their record is already in the system when they arrive.
Screenshot: 15-intake-packages

6.4 In-Person Kiosk Mode

For patients without smartphones or who prefer to fill out forms in-store, open the form link on a store tablet. The form is designed for touch interaction:

  • Large, tap-friendly input fields
  • A canvas signature pad for patients to sign directly on the screen using their finger or a stylus
  • No staff login required on the kiosk device
Tablet Setup Tip
Keep a tablet in the waiting area with the intake package link bookmarked or displayed as a QR code on a small stand. Walk-in patients can self-register while they wait.

6.5 Reviewing Completed Forms

When a patient submits their intake forms, you will receive a notification. To review the submission:

  1. Go to FormsCompleted tab (or Intake Packages tab).
  2. Click on the completed intake package.
  3. The review page shows all submitted information: demographics, medical history, insurance details, and the patient's signature.
  4. Click "Apply to PMS" to pull the patient's submitted data into their customer record in the portal.
Screenshot: 15b-form-review
Always Review Before Applying
Read through the submitted form before clicking "Apply to PMS". Patients occasionally make typos (especially with dates and insurance numbers). Verify key fields before overwriting the customer record.

6.6 Public Form Page

The public form URL (format: /f/[unique-token]) is the page patients see when they open the link. It:

  • Requires no login
  • Displays the form template with all input fields
  • Includes a canvas signature area at the bottom
  • Shows a branded "Thank You" success page after submission

Links expire after the form is submitted — a patient cannot submit the same link twice.

Section 7
07

Inventory

The Inventory section lets you track every frame in stock, manage vendors, create purchase orders, and analyze inventory health — all in one place.

7.1 All Frames Browser

Click All Frames in the sidebar to open the inventory browser. A stats bar across the top shows a live snapshot:

$48,250
Retail Value
312
Total Units
48
On Order
7
Low Stock
Screenshot: 16-inventory-frames

Filters

Use the filter panel to narrow down the frame list:

FilterOptions
SearchBrand name, model name, SKU, or colour code
TypeOptical / Sun / Reading / Safety / Sport
GenderMen's / Women's / Unisex / Kids
Stock StatusIn Stock / Low Stock / Out of Stock / On Order
Age<3 months (green) / 3–6 months (yellow) / 6–12 months (orange) / 12 months+ (red)
VendorFilter by supplier/vendor name

Table Columns

ColumnDescription
ThumbnailFrame photo (if uploaded)
Brand · ModelWith an aging dot (green/yellow/orange/red) indicating time in stock
SKUUnique stock-keeping unit identifier
CategoryFrame type and gender
VendorSupplier name
Retail PriceCustomer-facing selling price
On HandPhysical stock currently in store
On OrderUnits expected from open purchase orders
AvailableOn Hand minus any committed/reserved quantity

7.2 Frame Detail Page

Click any frame row to open its full detail page.

Screenshot: 17-frame-detail

Frame Information

  • Brand, Model, Colour, UPC (barcode), SKU
  • Category (Optical/Sun/etc.), Gender, Style Tags
  • Vendor (linked to vendor record)

Pricing

  • Retail Price — what you charge patients
  • Wholesale Cost — what you paid the vendor per unit
  • Landed Cost — wholesale cost plus any shipping/duties

Stock

  • Quantity On Hand — physical count
  • Committed Qty — units reserved for open orders
  • On Order Qty — units expected from open POs
  • Reorder Point — stock level that triggers a low-stock alert

Inventory Ledger

A full history of all stock movements for this frame: initial stock entry, adjustments, sales (debits), and receipts from purchase orders (credits). Each entry shows the date, movement type, quantity change, and resulting balance.

7.3 Adding a New Frame to Inventory

Click "New Item" on the All Frames page. Fill in the frame details form:

  • Required: Brand, Model, SKU, Category, Gender
  • Recommended: Colour, UPC, Vendor (select from vendor list), Retail Price, Wholesale Cost, Landed Cost, Reorder Point
  • Initial Stock Qty: Enter the number of units you are adding. This creates the first ledger entry.
SKU Convention
Use a consistent SKU format such as BRAND-MODEL-COLOR (e.g., RAY-RB3025-GOLD). This makes searching and reporting much easier.

7.4 Vendors

Navigate to Vendors in the sidebar (under Inventory). This is your supplier contact book.

Screenshot: 18-vendors

Vendor List

Shows all suppliers with their contact information and the number of inventory items sourced from each.

Creating / Editing a Vendor

Click "New Vendor" (or "Edit" on an existing vendor). Fields:

  • Company Name
  • Contact Person name
  • Email address
  • Phone number
  • Notes (payment terms, ordering instructions, rep name, etc.)

7.5 Purchase Orders

Click Purchase Orders in the sidebar to manage all orders placed with vendors.

Purchase Order Status Flow

Draft Sent Confirmed Partial Received | Cancelled
Screenshot: 19-purchase-orders

PO List Tabs

  • All — every purchase order ever created
  • Open — Draft, Sent, Confirmed, or Partial (not yet fully received)
  • Received — fully received POs
  • Cancelled — cancelled POs

Creating a Purchase Order

  1. Click "New PO".
  2. Select the Vendor from the dropdown.
  3. Set the expected delivery date.
  4. Add line items: search for inventory frames, enter the quantity ordered and the unit cost negotiated with the vendor.
  5. Click "Save as Draft" to save without sending, or "Send to Vendor" to mark it as Sent.

Receiving a Purchase Order

When inventory arrives from a vendor:

  1. Open the PO and click "Receive Items".
  2. For each line item, enter the quantity actually received (may differ from what was ordered).
  3. Click "Confirm Receipt".
  4. The system automatically updates stock quantities in inventory and creates ledger entries for each item received.
  5. If all items are received → status becomes Received. If only some → status becomes Partial.
Partial Receipts
It is common for vendors to ship in multiple shipments. A PO can be received multiple times. Each receipt updates the inventory and the PO status. Leave the PO open until all items are received.
Screenshot: 19b-po-detail

7.6 Inventory Analytics

Click Analytics in the sidebar. This page gives you a health report on your entire inventory.

Summary Stats

127
Total SKUs
$48,250
Stock Value (Retail)
$22,100
Invested (Cost)
48
Units On Order
Screenshot: 20-inventory-analytics

Dead Stock & Aging Report

Frames that have had no sales in 6 or more months. Sorted by days idle (longest first).

ColumnDescription
FrameBrand and model
VendorSupplier
Stock QtyUnits still on hand
Days IdleDays since last sale or receipt
Value at CostHow much cash is tied up in this stock
Recommended ActionSystem-suggested action based on age

Recommended actions by age:

  • Monitor — 6–9 months idle
  • 10% off — 9–12 months idle
  • 25% off — 12–18 months idle
  • 40% off — 18–24 months idle
  • Discontinue — 24+ months idle

Best Sellers (Top 10)

The 10 frames with the highest unit sales over the selected period. Shows frame name, units sold, and total revenue generated.

Worst Sellers

Frames with zero sales that have been in stock for 90+ days. Shows days in stock, value at cost, and a recommended action.

ABC Analysis

ABC analysis categorizes each frame by its contribution to total revenue:

CategoryRevenue ContributionStrategy
ATop 80% of revenuePrioritize. Keep well-stocked. Never let these go out of stock. Feature on display.
BNext 15% of revenueMonitor. Maintain adequate stock. Review quarterly.
CBottom 5% of revenueConsider reducing. May be candidates for discontinuation or clearance.

The system shows both the computed ABC category (based on actual sales) and the currently assigned category on each frame record. If they differ, consider updating the frame's category to reflect current performance.

Section 8
08

Notifications

The notification system keeps you informed of important events as they happen — without needing to refresh or check multiple screens.

8.1 The Notification Bell

The bell icon appears in the top-right corner of every page in the portal. When you have unread notifications:

  • A red dot with a count badge appears over the bell.
  • Clicking the bell opens a dropdown popover showing your most recent notifications (up to ~20).
  • The bell automatically refreshes every 30 seconds — no page reload needed.
  • Clicking a notification in the list marks it as read and may navigate you to the relevant page.
Screenshot: 22-notification-bell

8.2 Notification Types

TypeWhen It FiresWho It's Useful For
FORM_COMPLETED A patient submits any individual form Front desk staff monitoring patient submissions
INTAKE_COMPLETED A patient completes all 3 forms in an intake package Front desk — triggers "Apply to PMS" review workflow
ORDER_READY An order is advanced to "Ready for Pickup" Front desk — patient can be called to pick up
ORDER_CANCELLED Any order is cancelled All staff — for awareness and follow-up
ORDER_LAB_RECEIVED An order is advanced to "Lab Received" Optician — triggers Rx verification step
PO_RECEIVED A purchase order is fully received Manager / inventory staff — frames arrived
LOW_STOCK An inventory item's stock falls to or below its reorder point Manager — triggers a reorder
Actor Exclusion Rule
You will never receive a notification for actions you performed yourself. For example, if you advance an order to READY, you will not receive the ORDER_READY notification — but other staff members who have that notification type enabled will.

8.3 Configuring Your Notifications

Each staff member can control which notification types they receive. Go to SettingsNotification Preferences.

Each notification type has an on/off toggle. Turning a type off means you will stop receiving that type of notification entirely.

Recommended Settings by Role
  • Front Desk: Enable FORM_COMPLETED, INTAKE_COMPLETED, ORDER_READY
  • Optician: Enable ORDER_LAB_RECEIVED, ORDER_READY
  • Manager: Enable all types
  • Inventory: Enable PO_RECEIVED, LOW_STOCK
Section 9
09

Settings

The Settings page lets you manage your personal account and notification preferences. Some system-level settings are visible here but are read-only for non-admin staff.

Screenshot: 21-settings

9.1 Account

Displays your current account details:

  • Display Name — how your name appears throughout the portal
  • Email Address — your login email
  • Role — either Staff or Admin

To change your name or email, contact your manager. These fields cannot be self-edited.

9.2 Change Password

To update your password:

  1. Enter your current password in the first field.
  2. Enter your new password in the second field.
  3. Re-enter the new password in the confirmation field.
  4. Click "Update Password".
Password Security
Choose a strong password (12+ characters, mix of letters, numbers, and symbols). Do not reuse passwords from other accounts. If you suspect someone knows your password, change it immediately.

9.3 System Settings (Read-Only)

This card displays store-wide configuration values. These are set by the system administrator and cannot be changed from this page:

  • Business Name — appears on invoices and work orders
  • Tax Rate — applied to invoices
  • Invoice Notes — default notes printed on all customer invoices (e.g., "Thank you for choosing Mint Vision!")
Admin Note
If system settings need to be changed (e.g., tax rate update, business address change), contact the system administrator or technical support.

9.4 Notification Preferences

A list of all notification types with on/off toggles. Changes save immediately — no need to click a "Save" button. See Section 8.3 for recommended settings by role.

Section 10
10

Quick Reference

Tear out this section and keep it at your workstation. Everything you need at a glance.

10.1 Order Status Cheat Sheet

StatusBadgeStaff Action Required
DRAFTDRAFTReview and confirm with patient. Collect deposit.
CONFIRMEDCONFIRMEDPrint work order. Send to lab.
LAB ORDEREDLAB ORDEREDMonitor expected delivery. Follow up if overdue.
LAB RECEIVEDLAB RECEIVEDOptician verifies Rx against prescription.
VERIFIEDVERIFIEDCall/text patient. Mark Ready.
READYREADYPatient notified. Collect balance. Dispense.
PICKED UPPICKED UPComplete — no action needed.
CANCELLEDCANCELLEDProcess refund if deposit was collected.

10.2 Customer Lifecycle Quick Reference

BadgeDefinitionRecommended Action
VIP3+ orders or LTV > $2,000Priority service. Early access to new collections.
ActivePurchase in last 18 monthsRecall timing. Second-pair push.
New<6 months old, ≤1 orderOnboarding. Build relationship.
Lapsed18 months – 3 years since purchaseProactive outreach. Offer incentive to return.
Dormant3+ years or never purchasedWin-back campaign or data review.
LeadNew record, no orders yetFollow up. Convert to first visit.

10.3 Common Tasks — Step by Step

👤 Create a New Customer

  1. Sidebar → Customers
  2. Click "New Customer" (top right)
  3. Fill in name, phone, email, DOB
  4. Click "Save"

📦 Create a New Order

  1. Sidebar → Fulfillment Board
  2. Click "New Order" (top right)
  3. Complete all 7 wizard steps
  4. Click "Place Order"

📋 Send a Patient Form

  1. Sidebar → Forms
  2. Select the template type
  3. Search for the patient
  4. Click "Generate Link"
  5. Copy link → send via text/email

📦 Send Intake Package (New Patient)

  1. Sidebar → Forms → Intake Packages tab
  2. Click "New Intake Package"
  3. Select or create the patient
  4. Copy the package link → send to patient

👓 Add a Frame to Inventory

  1. Sidebar → All Frames
  2. Click "New Item"
  3. Fill in brand, model, SKU, pricing
  4. Enter initial stock qty
  5. Click "Save Item"

🛒 Create a Purchase Order

  1. Sidebar → Purchase Orders
  2. Click "New PO"
  3. Select vendor + expected date
  4. Add line items (frame + qty + cost)
  5. Click "Send to Vendor"

✅ Mark Order Picked Up

  1. Open the order detail page
  2. Verify status is READY
  3. Click "Mark Picked Up"
  4. Complete the pickup modal
  5. Collect remaining balance

🧾 Issue an Invoice

  1. Open the order detail page
  2. Click "Invoice" button (top right)
  3. Review the invoice
  4. Click "Issue Invoice"
  5. Print or share with patient

🔬 Receive a Purchase Order

  1. Sidebar → Purchase Orders
  2. Open the relevant PO
  3. Click "Receive Items"
  4. Enter qty received per line
  5. Click "Confirm Receipt"

🔔 Change Notification Settings

  1. Sidebar → Settings
  2. Scroll to Notification Preferences
  3. Toggle each type on or off
  4. Changes save automatically

10.4 Keyboard & Navigation Tips

TipDescription
Cmd+P (Mac) / Ctrl+P (Windows)Print current page. Use for Work Orders and Invoices.
Browser Back ButtonNavigate back to the previous page. Safe to use — no data loss on read-only pages.
Click Order # in any listOpens that order's detail page in the same tab.
Click Customer Name in any listOpens that customer's detail page.
Refresh page (Cmd/Ctrl+R)Forces the notification bell to refresh immediately (instead of waiting 30 seconds).
Right-click → Open in New TabOpen an order or customer in a new tab while keeping your current view.
Search barsMost search bars are instant — no need to press Enter. Just type and results appear.

10.5 Who to Call for Help

IssueContact
Forgot passwordYour store manager (they can reset it)
Can't log inYour store manager first, then technical support
Patient can't access their form linkGenerate a new link from Forms → the old one may have expired
Inventory count is wrongReview the inventory ledger for that item to see what movements occurred
Order stuck in wrong statusContact your manager — status changes are logged and may require correction
Technical bug or errorTake a screenshot and contact technical support
Mint Vision Optique — Staff Portal
Version 1.5  ·  February 2026  ·  Confidential — Internal Use Only
For technical support, contact your system administrator.